Office Administrator

Job Description

Job Description

Administrative & Program Operations Coordinator

Position Overview

We are seeking a highly organized, detail-oriented Administrative & Program Operations Coordinator to support the daily operations of a mission-driven nonprofit organization. This individual will play a key role in keeping administrative processes, student and program records, communications, and organizational projects running smoothly.

The ideal candidate is proactive, dependable, comfortable managing multiple priorities, and skilled at using technology to improve efficiency and maintain accurate information.

Key Responsibilities

Administrative & Office Coordination

• Manage scheduling, calendars, meetings, documentation, and general administrative needs.
• Coordinate logistics for workshops, orientations, community events, and organizational activities.
• Track deadlines, action items, and follow-up to ensure timely completion.

Student, Program & Grant Support

• Maintain accurate student enrollment, attendance, consent, and participation records.
• Organize grant documentation, reporting deadlines, and compliance records.
• Assist with collecting information and supporting documentation for grant reporting and audits.
• Maintain confidentiality of student, family, and organizational information.

CRM & Communications

• Maintain accurate records for students, families, volunteers, donors, and community partners.
• Respond to and coordinate incoming phone, email, website, and registration inquiries.
• Prepare reminders, confirmations, acknowledgments, and routine communications.
• Generate reports, review data accuracy, and monitor CRM workflows.

Project & Process Management

• Maintain project trackers, timelines, and assigned action items.
• Follow up on outstanding tasks and identify administrative bottlenecks.
• Update standard operating procedures, checklists, and internal documentation.
• Identify opportunities to streamline processes and improve efficiency.

Preferred Qualifications

• Previous experience in administrative coordination, office management, program support, or nonprofit operations.
• Strong organizational skills with exceptional attention to detail.
• Proficiency with Microsoft Office, Google Workspace, and CRM or database systems.
• Experience maintaining records, tracking projects, and coordinating multiple deadlines.
• Strong written and verbal communication skills.
• Ability to work independently, prioritize responsibilities, and follow through on assignments.
• Experience with grant documentation, student records, or nonprofit administration is a plus.